Executive Secretary & Admin Coordinator for CEO

Chocofac; Semenyih; On-site; MYR 48,000 - 90,000; Full time

Job summary

Jora Malaysia is seeking an Executive Secretary & Administration Executive to support the CEO, Management, and overall company operations. The role requires excellent organisation, proactive follow-up, and discretion with confidential information.

You will coordinate meetings, track action items, maintain corporate records, and ensure important company matters are followed through to completion. Diploma or degree and 2 years of admin experience are preferred.

Qualifications

• Diploma or Bachelor's degree in related field.
• Minimum 2 years in administration, executive support, or corporate secretarial work.
• Proficient in Microsoft Office; strong organisational and time management.

Responsibilities

• Manage CEO's and Management team's calendars, appointments, meetings, and travel arrangements.
• Attend management meetings and prepare accurate meeting minutes.
• Follow up with department heads to ensure action items and deadlines are completed.
• Track ongoing projects and provide progress updates to Management.
• Prepare presentations, reports, correspondence, and business documents.
• Coordinate management meetings, board meetings, and company events.
• Coordinate communication between departments to ensure smooth daily operations.
• Monitor company-wide tasks, projects, and administrative deadlines.
• Prepare and maintain company policies, SOPs, forms, and internal documentation.
• Maintain organised filing systems for company records and corporate documents.
• Assist in organising company functions, training sessions, audits, and inspections.
• Liaise with government authorities, external consultants, auditors, lawyers, suppliers, and business partners.
• Handle confidential company, financial, legal, HR, and business information with strict confidentiality.
• Maintain records of contracts, agreements, licences, permits, insurance policies, and statutory documents.
• Assist in preparing documentation for board meetings, shareholders' meetings, audits, and regulatory submissions.
• Ensure confidential documents are securely maintained and accessible only to authorised personnel.
• Handle official correspondence, emails, and incoming enquiries.
• Prepare reports, spreadsheets, and presentations using Microsoft Office.
• Coordinate travel arrangements, accommodation, and meeting logistics.
• Support cross-functional projects assigned by Management.
• Perform any other duties assigned by the CEO or Management.

Skills

Organisational skills

Time management

Communication skills

Interpersonal skills

Integrity & confidentiality

Multitasking & follow-up

Education

Diploma or Bachelor's degree in Business Administration/Secretarial Studies/Management

Tools

Microsoft Office

Job description

Jora Malaysia is seeking an Executive Secretary & Administration Executive to support the CEO, Management, and overall company operations. The role requires excellent organisation, proactive follow-up, and discretion with confidential information.

You will coordinate meetings, track action items, maintain corporate records, and ensure important company matters are followed through to completion. Diploma or degree and 2 years of admin experience are preferred.